Senior Administrative Officer needed at International Rescue Committee

Job Overview/Summary:

The Senior Administration Officer based in Katsina, will be responsible for assisting and deputizing the Administration Manager in overseeing administrative and support services for the Northwest region, with particular emphasis on office management, lease and facility management, travel logistics, compliance, and staff development. The Senior Officer shall ensure the effective implementation of administrative systems and procedures, in alignment with organizational goals.

This role ensures efficient management of office operations, facilities, and resources, and supports the field teams in achieving programmatic goals. The role also focuses on creating a user-friendly and conducive office environment for all staff.

Key Responsibilities:

Office Management and Administrative Support:

• Under the guidance of the Admin Manager, supervise all administrative functions in Katsina office.
• Ensure compliance with IRC policies and procedures.
• Implement administrative systems to enhance efficiency.
• Provide administrative support to field teams, including office needs assessments, budget, purchase requests and general office management.
• Coordinate with the Admin Manager and the wider Admin team to address any administrative challenges and provide solutions.

Lease and Facility Management:

• Liaise with the Admin Manager to supervise all lease agreements in Katsina. This includes facilitating activities related to negotiating, executing, and maintaining lease agreements to ensure that the organization’s property needs are met efficiently and cost-effectively.
• Liaise with other departments to ensure leased properties are maintained in accordance with lease terms and organizational standards.
• Maintain accurate records of all lease agreements, including critical dates, payment schedules, and terms.

Travel Management:

• Manage travel logistics for staff, including hotel bookings, and other related payments in Katsina and other Northwest locations if the need warrants.
• Reconcile travel expenses between IRC and service providers and ensure timely payment processing.

Reporting, Compliance and Documentation:

• Prepare and submit regular reports to the Admin Manager.
• Maintain accurate records of all administrative activities and transactions and ensure proper documentation of official communications, reports, and other relevant documents in Katsina.
• Ensure all administrative activities are compliant with local laws and IRC policies.

Staff Training and Development:

• Train and mentor administrative staff to build capacity and improve performance.
• Conduct regular training sessions on IRC administrative policies and procedures.

Financial Administration:

• Maintaining petty cash and expense tracking for Katsina office.
• Assist in the preparation of budgets and purchase requests.
• Assist in processing payments and liquidations.

Key Working Relationships:

Position Reports to:  Admin Manager
Position directly supervises: Casual staff, interns, cleaners and Cook
Other Internal and/or external contacts:

Internal: IRC staff

External: Partner organizations, Hotels, government ministries etc.

Qualifications

• Bachelor’s degree in business or public administration, Management, social sciences or a related field.
• Master’s degree in a similar field an advantage
• Minimum of 4 years of experience in administrative management, preferably in a humanitarian or development setting. Holding similar role or equivalent preferable.
• Strong understanding of administrative systems and procedures.
• Excellent organizational and multitasking skills.
• Proficient in Microsoft Office Suite.
• Strong communication and interpersonal skills.
• Ability to work independently and as part of a team.
• Knowledge of local languages and context in Katsina and Zamfara is an advantage.

Working Conditions:

The position is based in Gusau, Zamfara State, Northwest of Nigeria and may provide remote support in the NW region.